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Jobtrain Solutions

Jobtrain's Applicant Tracking System for Local Government

Jobtrain's Applicant Tracking System (ATS) is an end to end E-recruitment solution supporting NHS, Central Government, Local Authorities, Education and Public Sector. Our rich Talent Acquisition suite supports everything from Applicant tracking, CRM, Talent Intelligence, Careers site, DBS, IDVT, HRIS vendor integrations and an API to support 3rd party integrations.

Features

  • Mobile responsive and Accessible Candidate portals
  • Automated Online Vacancy and Offer Authorisation
  • AI search and match tools and Job board Distribution engine
  • Online onboarding and compliance Hub
  • Open API for ease of integration with 3rd parties
  • Talent Intelligence Report Builder & Standard reports / Dashboards
  • Mobile Hiring Manager App to support ease of user adoption
  • 'Best in Class' Support Centre for clients, candidates and agencies
  • Flexible applications forms, scored forms and panel shortlisting
  • Interview management with Calendar and Email integration

Benefits

  • Reduce drop out and increase long term retention
  • Track and report on all aspects of recruitment in real-time
  • Online background checking tools to improve efficiency and reduce risk
  • Reduce time to hire, improve quality and reduce costs
  • Increases engagement amongst jobseekers & improve brand
  • Increases transparency across your internal teams and candidates
  • Keeps new hires informed, engaged and connected
  • Measure your recruitment SLA's, KPI's - Talent Intelligence
  • Free recruiters up to engage & build connections
  • Strengthen your ED&I initiatives - reduce unconscious bias

Pricing

£8,500 to £100,000 a licence a year

  • Education pricing available
  • Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

7 8 6 3 1 4 5 6 7 5 0 8 1 8 8

Contact

Jobtrain Solutions Alica Melvin
Telephone: 0161 850 2004
Email: alica.melvin@jobtrain.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
N/A
System requirements
Compatible with all currently supported modern browsers

User support

Email or online ticketing support
Email or online ticketing
Support response times
Email-based support service is available during core business hours (0900-1730) which can be particularly useful for users who have a busy schedule or prefer to communicate in writing.

Jobtrain clients have access to a named Client Improvement Consultant available by email and telephone.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Onsite support
Support levels
All training, support, scoping and implementation are included within our annual licence fee and is offered by Jobtrain, based in the UK, and is not outsourced.

Every Jobtrain solution is different and is configured to fully support the client's existing process.

All clients are assigned a dedicated Client Improvement Consultant (CIC)

The CIC works actively to advise on the ongoing refinement of the solution, helping our clients gain the most from Jobtrain, and introducing standard upgrades/ new functionality. Quarterly account review meetings with your CIC are also offered at no additional cost, along with access to our client community.

Support is offered through an online helpdesk support centre. Our support service is fully included within the annual licence fee and is completely unlimited for HR and Recruitment users, Hiring Managers, Agencies and Candidates. All critical technical support is 24/7 at no additional cost for clients outside of office hours.

At the outset of the relationship, scoping and discovery sessions are held onsite with clients to understand needs, processes, aims and objectives.

We train all clients with experienced Jobtrain trainers with user guides for ongoing support.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
All clients are assigned a dedicated Implementation Manager and Client Improvement Consultant (CIC) The CIC will work with customers throughout their partnership with us and Talent Intelligence support.

At the outset of the relationship, we hold scoping and discovery sessions onsite with clients to understand their needs, processes, aims and objectives. We then guide them through the process of fully scoping the solution and mapping it against their processes. Once we've gathered all set up information, we complete all aspects of configuration of Jobtrain for clients before inviting clients to user acceptance testing.

Before the system is made live, we hold training sessions with HR users and Super Users. The Jobtrain trainer will be your Implementation Manager who will have implemented many applicant tracking systems and trained many users before.

A fully searchable online help guide is available to all users via a help guide link within Jobtrain, with optional e-learning packages should a client wish.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
No Client data shall be held or retained after the termination or expiry of your Licence Agreement unless required by Applicable Law. Client data that is required to be removed on termination or expiry of your Licence Agreement must be wiped using commercial multi pass pattern wiping software as per Jobtrain Limited hosting providers ISO27001:2022 policies, this does not incur an additional cost.

Any requests for data exports beyond our 90 day notice period, can attract fees on a time and cost basis in-line with our standard consultancy day rate. Jobtrain will provide the export within the timescale agreed with the Client in a standard export format.
End-of-contract process
We are very proud of our client retention rate at Jobtrain Limited.
However, should a customer require an export of any or all of the personal data at the end of the agreement, they should notify us in writing no less than 90 days before the end of the contract term. Jobtrain Limited will provide the export within the timescale agreed with the Client in a standard export format.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Jobtrain is mobile optimised and can be accessed on any smartphone (Android, Apple, or Microsoft)

Jobtrain is fully responsive in design to work with different screen sizes and devices
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
Jobtrain uses Freshdesk as our service desk interface
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
The platform has been independently assessed by Shaw Trust to achieve the Shaw Trust Web Accreditation Standard, which includes rigorous testing by users with mobility impairments, color blindness, dyslexia, learning difficulties, partial sight, and hearing impairments

Jobtrain also offers an Accessibility Toolbar (delivered in partnership with Recite Me) that allows candidates to adjust the font size, screen contrast, font, read the page aloud, translate content, and many other features
API
Yes
What users can and can't do using the API
Jobtrain's RESTful API is designed to provide clients and integration partners increased functionality and access to the data within the system. Data returned via the API can be restricted using our Security Roles functionality, to ensure that users of the API only have access to the appropriate data.

Available Functionality:
View candidate and application details.
Get a list of jobs, retrieve job details, and see a list of applications against a job.
POST Direct Apply candidates into the system.
Manage DBS checks.
Retrieve a list of system settings and values, such as Application Statuses, Locations, Departments, Divisions, Salaries, Region, Job Categories and more.
Add new values to the above groups via POST calls.
Retrieve New Starter Form information.
Retrieve a list of candidates who've recently had their status changed.
Retrieve a candidate's Onboarding/Compliance information (such as their Onboarding Progress, Documents, Forms, Contracts etc).
Retrieve a candidate's References information.
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Jobtrain is highly configurable (in fact 85% of our set-up work for each client solution is done within core system settings) and the Settings feature provides ‘Administrators/Superusers’ with access to customise all the key set-up features required including (but not limited to):

Setting-up and administering all user types;
Managing user profiles and permissions;
Adding and administering Agency profiles;
Changing workflows either across the organisation or on a division/ department basis
Adding and administering the database of job and offer approvers
Changing recruitment workflow statuses, alerts and notifications
Defining and amending standard job templates
Defining and amending standard job levels/grades
Creating new advert sources including costs for reporting
Creating employment contracts and offer letters
Creating onboarding templates and associated new starter documents
Creating and administering communication templates (e.g. emails and letters)
Defining auto-generated job reference components
Defining and maintaining cost centres
Setting rules for auto-archiving of personal data

All the above are simple to manage and there is no limit to the number of approval routes that can be created.

Scaling

Independence of resources
Jobtrain uses virtual platforms which provide us with flexibility where resources can be added on demand (this ensures the solution operates at no more than 60% constant capacity), and increased availability as the virtual platform is built on fault tolerant and resilient technology.

Jobtrain typically operates are 20% capacity, and there is no max capacity as Jobtrain can scale to accommodate increases in usage. This is done through monitoring all relevant resource metrics, with alerts setup to report any abnormalities/events regarding our SaaS solution (e.g. resource utilisation, overload, service unavailability).

Dedicated resource can be provided on enterprise solutions if required.

Analytics

Service usage metrics
Yes
Metrics types
Reports can be generated on a per client basis and include areas such as date ranges and query categories i.e. client query, candidate query, system area, who the request was raised by, time to resolve, first time resolution etc. Typically we will provide service updates per quarter at client review meetings. Reports will include candidate volumes versus queries raised and average time to resolve queries. We will also feed back to the client’s Jobtrain Client Improvement Consultant any training issues we have identified from our support team.
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Data export can be achieved by using the Advance Insights Report Builder platform. The tool is capable of exporting data into CSV, Excel formats, PDF, Word and HTML.
Data export formats
CSV
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
As used herein, the term "Service Availability" means the percentage of a particular month (based on 24-hour days and an assumed 30-day month) that access to the hosted Jobtrain solution and client/candidate data is available.

Jobtrain will use commercial best efforts to provide clients with 99.9% service availability relating to its hosting. Service Availability is calculated by the number of hours the service is available to clients plus the total number of hours, if any, the service is scheduled to be unavailable, divided by the total number of hours in that month.

If the Service Availability is less than 99.9%, Jobtrain will issue a credit in accordance with the following schedule, with the credit being calculated on the basis of the monthly licence fee for the affected solution:

99.9 to 100% service availability - 0% refund
98% to 99.8% service availability - 10% refund
95% to 97.9% service availability - 25% refund
90% to 94.9% service availability - 50% refund
89.9% or below service availability - 100% refund
Approach to resilience
Available on request
Outage reporting
Any service outages are reported to clients via phone or email by our support team.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Management access is limited to secure connections via user supplied username and password.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Schellman
ISO/IEC 27001 accreditation date
28/11/23 for Hosting Provider
What the ISO/IEC 27001 doesn’t cover
Jobtrain offices are not covered by ISO27001, as ISO27001 certification applies to our hosting provider, Microsoft Azure. Jobtrain offices are covered by our CyberEssentials & IASME certification.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • IASME
  • CESG certified penetration test

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
IASME & CyberEssentials.
Information security policies and processes
We have a full established Information Security policy which is available upon request. Jobtrain is registered with the Information Commissioner’s Office as a data processor with registration number Z1464102. As a hosted solution handling personal data, Jobtrain complies with the UK and EU data protection laws.

Jobtrain is hosted in Microsoft Azure, who are ISO27001 certified, and all data is stored in the UK only. Jobtrain itself is IASME and Cyber Essentials certified. IASME is written along the same lines as ISO27001, but targeted at small companies.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Changes to the infrastructure are made in line with our host's ISO27001:2022 processes. Services and components are tracked via secure CMDB through its life-cycle.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Vulnerability patch management is in line with host's ISO27001:2022 processes, with patches being implemented as soon as possible.

Our Information Security team keeps track of changes in the threat environment though careful monitoring of threat intelligence feeds and information security websites. These are then evaluated to look for applicable vulnerabilities.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Threat detection and prevention are covered in 2 ways. The networks are monitored using Azure advanced threat protection and endpoint are covered by Microsoft Defender for Endpoint that integrates to Microsoft’s global threat intelligence systems.

Azure WAF, IDS and Threat Protection are implemented along with Azure Monitor Agent (AMA) for protective monitoring.

Once a threat is identified, Jobtrain forms an Incident Response Team, who would then analyse the threat and make any changes/mitigations needed to remediate the threat. Affected clients would be informed as soon as possible, via their CIC.
Incident management type
Supplier-defined controls
Incident management approach
Jobtrain follows our Incident Management Policy, which dictates the response to suspected or actual security incidents; a response team would be put together comprising individuals from different parts of the company depending on the nature of the incident. This team would then evaluate the situation and respond as necessary. Any affected clients would be informed within 24 hours by their CIC, with updates being given as to the progress of the incident response.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

Jobtrain is committed to providing a quality product and service in a manner that ensures minimises our impact on the environment.

- Integrate the consideration of environmental concerns and impacts into
all our decision making and activities
- Promote environmental awareness among our employees and
encourage them to work in an environmentally responsible manner
- Train, educate and inform our employees
- Reduce waste through re-use and recycling and by purchasing recycled,
recyclable or re-furbished products and materials where these
alternatives are available, economical and suitable
- Promote efficient use of materials and resources throughout our facility
- Purchase and use environmentally responsible products accordingly
- Where required by legislation or where significant health, safety or
environmental hazards exist, develop and maintain appropriate
emergency and spill response programmes

In a practical sense we:-
- Jobtrain operate as far as possible a paper-less office
- All light bulbs in the building are now energy efficient and we have
installed PIR detectors to ensure all lighting is automatically switched
off when not in use
- Our teams operate a hybrid working model and this reduces our carbon
footprint with less commuting to our office locations in Altrincham and
Glasgow
- Wherever possible, we hold virtual customer and partner meetings to
further reduce the environmental impact of our business through
reduced travel
- Operate a car sharing/pooling policy
- Support a Cycle to Work Scheme
- All waste is appropriately recycled wherever possible
- Electricity use (e.g. lighting and heating) is controlled and used only
where necessary
- All PCs and other electrical equipment are turned off when not in use and
this extends to monitors which are turned off, rather than switched to ‘
'standby’
- Wherever possible and appropriate, products sourced for the business
must either be recyclable or previous recycled/reconditioned

Covid-19 recovery

During the Covid pandemic, Jobtrain continued to support both our people, and our clients and took the decision not to furlough any employees to ensure we continued to provide the same level of service and support to our clients.

We supported our employees by implementing a fully remote working strategy through the pandemic and have moved to a hybrid working model ever since. Our employees tell us that the balance of remote versus office working gives them a good work-life balance and has inspired us to positively challenge any ways of working that become ‘the norm’.

We also supported our clients through the pandemic by providing the facility to link clients who had to make redundancies to other clients who needed to recruit quickly.

Tackling economic inequality

Jobtrain proudly holds accreditation as a real Living Wage employer by the Living Wage Foundation, showcasing our dedication to fostering social responsibility within our workforce. The real Living Wage stands as the sole UK wage rate voluntarily adopted by over 14,000 UK businesses, all of whom recognise the significance of providing employees with a wage that covers their everyday necessities. Unlike the government minimum, Living Wage rates surpass it as they are independently determined, considering the true cost of living, assessed through a comprehensive range of household goods and services. Testimonials from Living Wage employers highlight tangible benefits beyond mere altruism, such as decreased staff turnover and improved financial performance. Moreover, employees express feeling genuinely appreciated, leading them to exceed expectations in their roles.

In 2022, Jobtrain became a supporter of the Greater Manchester Good Employment Charter.  The Charter is a voluntary membership and assessment scheme which aims to elevate employment standards in Greater Manchester and provide equal access to quality work that is inclusive, fairly compensated, offers security and flexibility and cultivates an environment where health and wellbeing thrives.  The 7 characteristics of the Charter (below) are areas which Jobtrain as an organisation use to underpin the overall experience of our employees. 

 The 7 characteristics :   

Secure Work - Minimise use of zero hours contracts (Jobtrain do not have any employees on zero hours contracts) 

Flexible Work - Promoting flexible work in the organisation to bring in greater skills and diversity. 

Pay - Pay the real Living Wage set by the Living Wage Foundation.  This is reviewed every November and we also ensure our immediate supply chain also pay the Real Living Wage. 


Engagement and Voice, Recruitment - Identify underrepresented groups. 

Improving People Management, Health and Wellbeing,

Equal opportunity

The company is committed to a policy of treating all its employees and job applicants equally. No employee or potential employee shall receive less favourable treatment or consideration on the ground of race, colour, religion, nationality, ethnic origin, sexual orientation, gender, age, disability, marital status or part-time status or will be disadvantaged by any conditions of employment that cannot be justified as necessary on operational grounds.

It is good business sense for the company to ensure that its most important asset, its employees, are treated fairly: (i) there should be no discrimination on account of race, colour, religion, ethnic origin, sexual orientation, gender, age, disability, nationality or marital or part-time status; (ii) the company will appoint, train, develop, reward and promote on the basis of merit and ability; (iii) all employees have personal responsibility for the practical application of the company's Equal Opportunities policy, which extends to the treatment of job applicants, employees, clients and visitors; (iv) special responsibility for the practicable application of the company's Equal Opportunities policy falls upon Directors and those involved in the recruitment, selection, promotion and training of employees; (c) The company's Grievance Procedure is available to any employee who believes that he or she may have been unfairly discriminated against. Employees will not be victimised in any way for making such a complaint in good faith.

Complaints of this nature will be dealt with seriously, in confidence and as soon as possible. We have a full Equal Opportunities policy if needed.

Wellbeing

At Jobtrain, prioritising staff well-being is an integral part of our 1-to-1 meetings, as well as annual reviews. This ethos is a cornerstone of our Corporate Social Responsibility (CSR). We empower our employees with the necessary tools and uphold rigorous standards of team training, recognising that contented, healthy individuals are inherently more productive. Our commitment to supporting our employees encompasses various initiatives:

We facilitate ongoing learning journeys by offering financial support and dedicated study time to support the Continued Professional Development of our employees.

We also believe in fostering work-life balance by providing flexibility in both working locations and hours.

Examples of our support initiatives include:

Employee Assistance Programme and online well-being Hub via Vitality Healthcare.

Car-sharing/pooling policy to encourage sustainable transportation methods.

Support for the Cycle to Work Scheme, along with dedicated bike racks for our employees.

Free eye tests for all PC users.

At Jobtrain, we recognise that our business is not solely about providing recruitment technology, it's about the people. Hence, we have committed 1% of our annual license fees to The Jobtrain Foundation, with contributions totalling close to £200,000 since 2017. Our Foundation focuses on three key sectors—Education, Health, and Housing/Homelessness—which resonate deeply with both our values and those of our clients. We collaborate with individuals and organisations dedicated to providing everyone with a place to call home, whether it's a physical shelter or a supportive environment where individuals feel secure and valued. We aim to learn from our clients' experiences and collaborate to maximise our positive impact within these sectors.

Pricing

Price
£8,500 to £100,000 a licence a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Jobtrain can provide you with a testing environment (Sandbox) for a limited period (usually 1 week).

This will allow your users to get a feel for the flexibility and functionality prior to signing your Licence Agreement.
Link to free trial
Available following discovery call

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.